United Nations Procurement Division Tender Process of the United Nations Procurement Division

Overview Framework of policies and procedures Principles of UN procurement Different types of solicitations Advertising & Request for Expression of Interest Identification of vendors and List of invitees Solicitation Documents Solicitation, Evaluation and Award Contractual instruments and Dispute Resolution

Framework of policies and procedures governing the UN Procurement process These documents are available to the public via the internet!

Principles of UN Procurement Financial Regulation 5.12 “The following general principles shall be given due consideration when exercising the procurement functions of the United Nations: Best value for money; UN/Vendor Fairness, integrity and transparency; Effective international competition; The interest of the United Nations”.

Regulations and Rules Financial Regulation 5.13 Tenders for equipment, supplies and other requirements shall be invited by advertisement (REOI). Financial Rule 105.14 Procurement contracts shall be awarded on the basis of effective competition, and to this end the competitive process shall include: Formal methods of solicitations (i.e. ITB or RFP – above $40,000.00 individual award) on the basis of advertisement or direct solicitation of invited suppliers, or Informal methods of solicitations (i.e. RFQ – less than up to $40,000.00 individual award)

Typical UN Tender Steps/Processes Debriefing / Procurement Challenges Contract Award & Signature Internal Approval / Contracts Review Committee/ASG Independent Evaluations (Technical / Commercial) and Site Visits if applicable Public Bid Opening Bidders Conference / Q&A Evaluation/SSP & Issuance of Solicitation (RFP / ITB / RFQ) RFI / EOI

Expression of Interest Advertising required for all formal solicitations (ITB, RFP) with est. value > $ 40,000 but not for informal solicitations (RFQ) Advertising generally means the announcement of the tender solicitation through the posting of a Request for Expression of Interest (REOI) on UN/PD’s website (www.un.org/depts/ptd) and / or the UNGM (www.ungm.org) Prospective Vendors who respond to REOI, and who are deemed qualified upon completion of an objective evaluation of their submission, will receive the final tender solicitation document in addition to Vendors on in UNGM Centralized vendor database

Source Selection Plan (SSP) An internal and collective document prepared by the Procurement Case Officer in coordination with the Requisitioner and Contract Management; Describes critical components of the acquisition process; Description of the requirement (SOW/SOR); Solicitation method; Evaluation Teams (Technical and Commercial); Evaluation criteria and reasonable minimum criteria; Weighting; Rating and scoring system Risk factors; Timelines The SSP is developed, approved and signed BEFORE the tender documents are issued.

Solicitations Methods Used by the UN. RFQ Request for Quotation – simple low value off the shelf items ($40,00.00 or less). ITB Invitation to Bid – specific requirement, no variants accepted/off shelf standard items, specified standards only!! ($40,000.00 or more). RFP Request for Proposal – various solutions accepted, performance specifications to meet a requirement ($40,000.00 or more)..

Format of Solicitation Documents Cover Letter – closing date and general instructions Annexes: Scope of Work/Statement of Requirements Terms and Conditions to Submit a Proposal Acknowledgement Letter Evaluation Criteria and Special Instructions United Nations General Conditions of Contract Bid Bond Form Performance Bond Form Draft contract

Bid Bond / Performance Bond Bid Bond - A bid bond is a security from a Supplier securing the withdrawal or modification of a Submission after the deadline for submission of such documents – the UN will cash the bond if you withdraw your bid/proposal after the Bid is opened. Performance Bond - A written instrument issued by a bank or insurance company or similar entity, in favour of the UN, to secure the Vendor’s performance of a contract – usually replaces the Bid Bond which is returned after the PB is received by the UN for the winning bid.

Identification of Suppliers and preparation of List of Invitees Advertising – qualified vendors who responded to the Request for EOI on UNGM and UNPD Website Market research: Internet & trade publications and journals From UNGM (United Nations Global Marketplace) Centralized vendor database Information exchange with other UN Agencies Selection from vendor database based on commodity codes (UNSPSC) provided by vendor in the registration process!

IMPORTANT!! Return Acknowledgement Letter to indicate participation or reasons why not Closing date for clarifications (Q & A) Pre-bidder conference/Site Visit (mandatory/optional) Make sure to follow all instructions and respond to all questions in the requested formats RFP – proposal must be submitted in two separate sealed envelopes: Technical Proposal and Financial Proposal Supplier’s administrative errors will cause rejection of the proposal – make sure to submit the response on time!

Evaluation and Award Public Bid Opening Tender evaluation to be done by the Evaluation Committee based on the pre-determined criteria ITB – After the completion of the technical evaluation, award is recommended to the lowest acceptable bid. RFP – After the completion of the technical evaluation, financial evaluation will ONLY be carried out for technically compliant proposals RFP - Recommend award of contract to the proposal with the highest combined / weighted scores from the technical and financial evaluations may be subject to a prototype inspection.

Evaluation and Award (cont’d) Contract awards exceeding US $ 1,000,000 require review by the Headquarters Committees on Contract (HCC) Award may be split up between multiple proposals After obtaining approval, successful bidder is notified Contract negotiation (optional) Signing of the contract Posting on UNPD website Notification to unsuccessful bidders Award can be made only to vendors who have completed registration process!

Debriefings UNPD offers UN Vendors who participated in high value solicitations (more than USD 200,000), an opportunity to obtain additional information on their unsuccessful proposals or bids. Can be done face to face or via phone, discussions limited to the vendors proposal, no comparison will be made with other vendors. Objective is for the supplier to better understand strengths and weaknesses of the proposal, as a collaborative learning opportunity for unsuccessful bidders and for the UN to exchange additional information. Please refer to https://www.un.org/Depts/ptd/complaints/debriefing-and-procurement-challenges-faq

Award Review Board Award Review Board – an independent Body, that provides an opportunity to unsuccessful bidders who have participated in a high value competitive procurement process, whereby they may file a procurement challenge on a post award basis, against a contract awarded by the United Nations if they are not satisfied with the debrief they have received.

Thank you!